Legal
Privacy notice
How TingCloud and Ting Accounting & Tax Services collect, use and protect personal data, and the rights you have over it.
Last updated 5 October 2026
1. Who we are
TingCloud (tingcloud.ai) is operated by TingCloud Limited (company number 17370369, registered office 124 City Road, London, EC1V 2NX, United Kingdom), which also provides IT, data and information, marketing and market research services. Accounting, tax and advisory services are provided by Ting Accounting & Tax Services Limited (company number 17063089, registered office 3rd Floor, 86-90 Paul Street, London, EC2A 4NE, United Kingdom). Both companies are registered in England & Wales and are part of Ting Group. In this notice, "Ting", "we" and "us" mean these two companies.
TingCloud Limited is the controller of personal data used to run the TingCloud website and platform, including accounts, sign-in and the Refer a Friend programme, and to provide its own IT, data, marketing and research services. Ting Accounting & Tax Services Limited is the controller of personal data used to provide accounting, tax and advisory services to its clients. Where we act on a client's instructions in processing data about that client's own customers, suppliers or staff — for example in bookkeeping, data migration, CRM or marketing work — we do so as that client's processor.
For any privacy question or request, email hello@tingcloud.ai.
2. What we collect
- Account details: your name, email address, password (stored only as a secure hash), phone number and contact preferences.
- Business details: company names, company and VAT numbers, addresses, directors and shareholders, financial year ends and the services you use.
- Financial records you give us or connect: receipts, invoices, bank and payment transactions, ledgers, payroll and tax information.
- Identity and due-diligence information needed for anti-money-laundering checks, such as proof of identity and address for owners and directors.
- Messages and requests you send through TingCloud, by email or in our workspaces.
- Refer a Friend information: your referral code, who signed up through it, and the status, value and form of any reward (an invoice credit or an e-gift voucher).
- Referral applications: the service your friend needs, their name and contact details as you give them to us, and any commission we pay you.
- Partner enquiries: if you ask to become an introducer partner, your name, firm, role, contact details and the information you send us.
- Research information: if you take part in a survey or interview we run, your answers and the details you give us, such as your name, contact details, role, company and country. For market research we may also use business information from public sources, such as company registers and company websites.
- Client contact lists: if a client asks us to run a marketing campaign or manage its contacts, the names, contact details and marketing preferences of the people on that client's list.
- Technical information: sign-in sessions, IP address, browser and device type, and anonymous page-view statistics.
3. How we use it, and our lawful basis
- To create and run your account and provide the services you ask for — performance of a contract.
- To prepare accounts, bookkeeping, tax returns and filings — performance of a contract, and legal obligations (for example HMRC and Companies House requirements).
- To carry out identity and anti-money-laundering checks — legal obligation under the Money Laundering Regulations.
- To read uploaded receipts and documents with AI so that a Ting professional can review a suggested entry — legitimate interests in providing an efficient service; every AI suggestion is reviewed by a person before it is posted.
- To run the Refer a Friend programme: recording who referred whom, checking eligibility and applying credits or sending vouchers — legitimate interests in operating the programme you chose to take part in.
- To reply to partner enquiries and, if we agree to work together, to manage the introducer agreement and fees — legitimate interests, and then performance of a contract.
- To show "Recommended for you" suggestions in TingCloud: AI looks at your company's active projects, open tasks, country and the services you already use, and suggests other Ting services that may help — legitimate interests in telling clients about relevant services. You can dismiss any suggestion, Ting staff can see and remove them, and they never decide anything about you automatically.
- To run surveys and interviews and produce market research — your consent to take part, or legitimate interests where we use public business information.
- To run marketing campaigns and manage contact lists for clients — we act as the client's processor, on its instructions (see section 5).
- To keep TingCloud secure, prevent fraud and fix problems — legitimate interests.
- To send service and account emails (such as password resets and request updates) — performance of a contract.
- To send marketing, only where you have agreed or where the law otherwise allows it — you can opt out at any time.
4. Refer a Friend and partner enquiries
If you share your referral link, you decide who receives it and how, and we never contact anyone on your behalf.
If you send us a referral application for another Ting service, you give us your friend's name and contact details. Only do this when your friend has asked you to. We use them only to contact your friend about what they need, and we tell them who passed on their details. If they don't want to hear from us, we delete their details.
If you sign up through someone's link, we record that link against your account and tell the person who referred you your first name, a partly hidden version of your email address and the status of the referral. We do not share anything else about you or your business with them.
If you're not a Ting client, we send any reward as an e-gift voucher to the email address on your TingCloud account, so we never need your bank details. The voucher provider receives only that email address and the voucher value.
If a larger commission is paid by bank transfer, we ask for your bank details at that point, use them only to make that payment and keep them with our payment records.
If you send us a partner enquiry from tingcloud.ai/partners, we use your details only to reply and, if we agree to work together, to run the introducer agreement.
5. Market research and client campaigns
If you take part in our research, we tell you who we are and what the research is for before you start. Taking part is your choice, and you can stop at any time or ask us to remove your answers. Reports we share show results combined or anonymised, and never name you unless you have agreed to it.
If we use public business information about you for research, you can object at any time and we will stop.
When we run campaigns or manage contact lists for a client, that client decides who is contacted and is responsible for having permission to contact them. We use the list only for that client's work — never for our own marketing — and we never sell it. Every marketing message includes a way to unsubscribe, and we honour it. If you are on a client's list, you can contact that client or email us.
7. International transfers
Some of our suppliers and partners are outside the UK, including in the United States, the European Union, Hong Kong, Malaysia and Singapore. When personal data leaves the UK we make sure it is protected — for example by relying on UK adequacy regulations (including the UK–US Data Bridge where it applies) or the UK International Data Transfer Agreement or Addendum. You can ask us for details.
8. How long we keep it
- Accounting, tax and payment records, and the client file behind them: six years after the end of the financial year they relate to, as required for tax purposes, or longer where the law requires.
- Anti-money-laundering records: five years after our business relationship ends, as the Money Laundering Regulations require.
- Accounts that never became clients: up to two years after the last sign-in, then deleted.
- Referral records: for as long as the programme runs and then six years, because rewards are credits on invoices.
- Partner enquiries that don't lead to an agreement: up to two years. Introducer agreements and fee records: the length of the agreement and then six years.
- Research information that identifies you: only for as long as the research project needs it, then deleted or anonymised.
- Client contact lists: for as long as we work on that client's campaigns, then returned to the client or deleted.
- Security logs: up to twelve months.
9. How we protect it
Data is encrypted in transit, passwords are stored only as secure hashes, connection secrets are encrypted at rest, uploaded files are private and served only after an access check, and each client's books are kept separate from every other client's. Staff access is limited to the work they do.
10. Your rights
Under UK data protection law you can ask us to:
- give you a copy of your personal data;
- correct anything that is wrong or incomplete;
- delete your data, where we no longer need to keep it;
- restrict or object to how we use it, including any use for direct marketing;
- send data you gave us to you or another organisation in a portable format;
- withdraw consent, where we rely on consent.
Email hello@tingcloud.ai. We will reply within one month. Some records we must keep by law even if you ask us to delete them; we will tell you if that applies.
If you are unhappy with how we handle your data, please tell us first. You also have the right to complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113).
12. Changes to this notice
We will update this notice when how we use personal data changes, and change the date at the top. If a change affects you significantly, we will tell you by email or in TingCloud.